Instructions for Creating Sessions and Issues
J-DISC Beta Version: Instructions for Data Input
Introduction: Basic types of data records
Following standard practice in jazz discography, J-DISC is organized around data about recording sessions (henceforth “Sessions”). That data is then used to create data entries for the commercial or public release of the contents of that session, referred to here as “Issues.” J-DISC accounts for extensive information related to the Issue, such as remastering, accompanying text and artwork, while keeping each issue page linked to an accompanying Session. Once you are logged in, you may access input functions by choosing the “Create” drop down menu at the top of your screen.
1. Create a Session Entry
To create a Session, you will need to make sure all the personnel involved and repertoire are entered into the system first. They can be input by choosing “Create Person” and “Create Song,” respectively.
Please note that “Persons” include composers of the songs performed and production or post-production personnel. Their names must be entered into the system first in order to save the data entries you are creating.
A red asterisk (*) denotes a field that the system requires you to enter, or it will not allow you to save the data record. Fields that must be filled in from an entry in an existing table in J-DISC are referred to here as “regularized vocabulary.”
a. To Create a “Person”
Type in the full name you wish to enter. If that person has already been entered in the system, you will see a prompt in red and the option to bring up their record and check that it is the one you want. If it is in fact already there, this individual’s record will be available to you later when completing the full Session data. (You may also refer to “Content Management” using the appropriate filters, to see if any name or song has already been entered.)
If that person has not been entered already, go ahead and enter the full, first and last name fields and all the data you have for him or her. Birth date and main instrument are not required fields, but are very important for identifying that individual if available.
b. To Create a “Song”
You may type in the song name to see if it has already been entered, just as in Create Person. If the song has not already been entered, type it in the “Song Title” field.
Enter the composer in the appropriate field. This field is required and must be entered from an existing name from the personal name tables referred to above. A type-ahead will supply this phrase, along with a node identification number [“nid=X”] and you can then click to enter it automatically. You may enter “unknown composer” if you do not know the name; it has its own node ID. You may enter more than one composer (additional names must already exist in the name tables).
You may enter one or more lyricist, whose name must already be in the system, though lyricist is not a required field.
Finally, you may enter other data such as alternate names for the song (including different spellings, punctuations, translated names, or different names used for the same composition)
When you have identified and created all personal names and song names, you are ready to create the Session.
c. Steps for Creating the Main Session Record
Type in the Leader Name + date. (e.g., Don Patterson 5/12/1964; The Three Sounds March-April 1967).
This is a free text field, and distinct from the fields for leader, and date, that you will see directly below on the same screen. The free text allows you to indicate various unusual data about the session: a date range, a concert with no clear leader, or a session on the same day as another session.
Then enter Session Personnel. These should be the main performing personnel and main skills/instruments that they perform with, for the entire or major part of the session. Once again, they must be in the system already for the application to save them. See “Personnel variance” below for variations in people or skills within a session.
Enter other session data (label, venue, producer) as appropriate or available. You may come back and enter any data values in not required fields, after you create the Session. But there must be a Session record first to create the Tracks (or individual recorded performances). There can be no tracks that were not recorded at some session, and J-DISC tracks must be associated with one and only one session.
Session Details provides an open, block text space to enter information not easily captured in the data fields above, additional information, or comments about sources. You should indicate your sources in this field.
d. To Create a Track
Enter the Track title. This is a free text. It should correspond to the name of the track used by the artist or label to denote the performance. (This should be confirmed in the session discography source you are using, and the corresponding Issue, where possible.) You may also enter other text to help distinguish alternate takes to the viewer, or any other distinguishing information.
You may then associate the Track with a Song, in the next starred field. In most cases, the Track and Song name will be identical. The system allows you to specify the most authoritative name of the song where the usage by the artist or label is known to be incorrect. (Both Track and Song will be accessible in searches.)
Then enter Playtime. This is a required field. Enter 00:01 if the playtime is not known.
For the next step, you may associate the Track with a Session, in the “Session” field. When you type in the pertinent Session Leader’s name, a dropdown will appear with all of the Sessions in the system with that leader’s name, along with the date and nid# to distinguish them. If the Session you need does not appear, you need to go back and create it.
Fields for individual personnel and their instruments within the Track record are to document “personnel variance,” explained below. If there is no change in personnel or instrument within the session, you do not need to enter anything here.
Regarding the “order” field: this number should correspond to the order in which the Track was recorded at the pertinent session, as indicated in the discographic source. The system will display the tracks according to the order you enter for each track.
Other track information, such as Matrix number or soloists, may be entered for the Track if available.
e. Personnel variance
This term refers to variations from the collected Session personnel on individual Tracks recorded at that Session. The system gives you flexibility in handling changes in personnel, or their instruments, or both in the Session display.
A person added to an individual Track will display in the saved Session view with the instrument they perform on. A Person listed in the main session personnel who does not play on an individual track will appear with “omit.”
To indicate these changes in personnel and skills, use the fields provided in the Track edit mode. You may set up personnel and relevant skill just as you did in Create Session personnel.
- Select the relevant skill (or “omit” as needed)
- Select the individual next to the skill/instrument.
Once you save the Track, the personnel changes will appear in the row for the track in the Session display. Please note that these changes will be automatically imported with the Track into Issues of that track or tracks you wish to create (see Create Issue below; Issue personnel will be displayed track-by-track.)
Because the Track personnel are imported automatically, the exact personnel for each track are preserved, even when tracks recorded at different sessions are included in one Issue. The system either notes the variance for each track. Or, where there is no variance, it automatically displays the full collected session personnel that apply for that track.
II. Create an Issue Entry
a. Required Issue information
This may be any type of physical or digital sound carrier; fields are provided to indicate relevant information for that “object.”
Enter the Issue name. (Required). This should be the name printed on the object (or the album name supplied with the digital files).
Enter the Leader(s) name(s). (Required). This should correspond to the leader of the Session or Sessions comprising the issue.
“Alternate Leader” should be used only in cases for a “leader” designated by the company/label for commercial purposes, or in error, when that person is not identical to the Session leader in the discographic source.
a. To Import Tracks into an Issue
Type in the relevant Track name. A prompt will supply possible track names, along with specific sessions they are associated with, so that you can distinguish among different versions of the same song.
As noted above, when you save the Issue record, the appropriate personnel will automatically be imported when you associate Track with the Issues.
Enter other information, as warranted or available. Additional Personal names associated with an Issue (e.g., overdub personnel; liner note author) are not required in the Issue data input function. But they must be names entered in the system in order for you to be able to save the issue.
III. Instructions for using “clone”; for comments; and for basic and advanced searching willl be posted in a separate discussion forum.